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Finance Administration Assistant

  • Organisation:Horniman Museum and Gardens
  • Location:London, England
  • Salary: £22,919 pro rata per annum
  • Contract type:Part Time

The Horniman Museum and Gardens in south east London has been open since Victorian times, when the tea trader and philanthropist, Frederick John Horniman first opened his house and extraordinary collection of objects to the local community. Since then, our collection has grown significantly and includes internationally important collections of anthropology and musical instruments, as well as an acclaimed aquarium and natural history gallery – all surrounded by 16 acres of beautiful Gardens offering breathtaking views across London.

The Horniman is a registered charitable company with a turnover of circa £7m, with funding from government grants and other income-generating activities, including the Horniman’s retail and commercial operations.

We are looking for a Finance Administration Assistant who will be a vital part of the small Finance team providing budget holders, staff and senior management with an efficient and comprehensive finance service. Your work will include preparing cash for banking, reconciling financial transactions, paying petty cash expenses, assisting with finance administration tasks and being responsible for the outgoing post and stationery.

You’ll have had plenty of financial and general administrative experience – not necessarily in a museum – and will be a confident IT user (including Outlook and good Excel skills). You’ll be able to organise your tasks efficiently and work to an exceptional level of accuracy. The role requires direct contact with most departments of the museum, as well as with members of the public and suppliers, so you’ll be able to communicate effectively and develop good working relationships with a wide range of people.

The Horniman is committed to equality of opportunity and welcomes applications from all sections of the community.

How to Apply

Click on “Find out more” at the bottom of this page. When you apply you will be asked to upload a covering statement in Microsoft Word format (the document must be in .doc format and the maximum file size is 2 MB). Please also ensure that you have uploaded your CV as a separate document which you can do when you create an account or login.

Please provide an overview of no more than 2 pages describing your experience relevant to the role as outlined in the Job Description and Person Specification.

JOB DESCRIPTION

Job title                                  Finance Administration Assistant

Section                                   Finance

Reports to                              Finance Officer

Responsible for                    No line management responsibilities 

Hours of work                       20 hours per week

Main purpose of job

To provide general and financial administration support for the Finance team.

Section description

The main aim of the Finance section is to maintain the ongoing routines of the financial systems to a high standard so that budget holders, senior management and external funders may be provided with timely, accurate and relevant information. Control of cash flow, processing of payroll, maintenance of an asset inventory and a commitment to paying invoices on time are also essential elements of the section’s workplan.

Main responsibilities

Finance administration (90%)

  • Emptying donation boxes, counting and preparing banking of contents.
  • Counting and banking of till receipts and other takings
  • Ensuring Corporate Business Card logs are sent out, returned on a timely basis, properly completed and correctly authorised
  • Monitor the finance invoices mailbox
  • Updating authorised signatory lists on a regular basis
  • Maintain inventories of equipment and furniture
  • Carrying out all filing and archiving of financial transaction paperwork, and organise destruction of files in accordance with record retention schedule

Other duties (10%)

  • Franking mail
  • Updating and maintenance of franking machine
  • Dealing with Royal Mail to resolve queries
  • Stationery replenishment

General responsibilities

  • Act in a professional manner and uphold the Horniman’s Code of Conduct
  • Follow and promote safe systems of work and observe health and safety regulations
  • Any other duties that may be required to ensure the effective running of the general office.

Job activities may vary and evolve over time to meet business needs.

PERSON SPECIFICATION

(E) = essential, (D) = desirable

Minimum Shortlisting Criteria

Education/qualifications

  • A good level of numeracy and literacy (E)
  • Good computer skills particularly in Excel, Word and Outlook (E)

Knowledge & Experience

  • Experience of carrying out administrative tasks and maintaining systems and records (E)
  • High volume cash-handling experience (E)

Additional Shortlisting Criteria

  • Understanding of financial databases (D)

Further Selection Criteria – to be tested at interview

Skills and abilities

  • Proven ability to work with a high degree of accuracy and attention to detail (E)
  • The ability to communicate effectively both verbally and in writing (E)
  • The ability to engage with a broad range of people including staff and members of the public (E)
  • The ability to work as part of team (E)
  • Ability to plan and prioritise own workload to meet tight deadlines( E)

Personal attributes

  • An empathy with the Horniman mission and an interest in its exhibitions, activities and events
  • Commitment to equality and diversity
  • Willingness to work flexibly to achieve corporate objectives
  • Commitment to own learning and professional development

A basic DBS check is required for this post.

The closing date for completed applications is 10am on Wednesday 26 January 2022.

Interviews will be held on Wednesday 9 February 2022. 

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